Introduction. Career Mentoring Program Guidelines 2012

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1 BUSINESS & ECONOMICS CAREERS CENTRE 2012 CAREER MENTORING PROGRAM MENTOR GUIDELINES

2 Introduction The Career Mentoring Program supports the transition of mentees into the workplace, and involves members of industry in a mutually beneficial partnership. This program connects a more experienced person (the mentor) with a student (mentee) to expand the mentee s career perspectives and industry knowledge. This booklet provides an overview of the roles and responsibilities of mentors and mentees. It is important that both mentors and mentees read the full booklet to understand each other s point of view. Using the list of objectives provided as an example, the mentee identifies their key objectives for the mentoring, and then negotiates with their mentor to develop an approach that suits both parties. These guidelines are intended as a source of ideas or direction, and it is important to remember the mentoring experience can be flexible. If you would like any further information, please contact the BECC team on or us gsbe 2

3 Checklist for Mentors Program Requirements Complete Mentoring Agreement in consultation with the mentee Negotiate a commitment for ongoing communication Fulfil commitments and provide adequate warning of changes Assist with evaluation and feedback Contact the coordinator with any concerns or difficulties Attend meetings and program functions Program Expectations Mentoring is a mutual, interactive partnership. Both parties undertake to fulfil the following mentoring functions Respond to all s and phone messages as soon as possible Listen with empathy Share experiences and learning (e.g. challenges, achievements) Develop a professional friendship be honest and respectful Be objective and non judgmental Observe confidentiality and professional standards of behaviour, including all Occupational Health and Safety requirements Role of Mentor Guide mentees to achieve self reliance Challenge, motivate, inspire and encourage Be patient and build trust Identify assumptions and preconceptions, offer alternatives views Accept feedback and learn from it positively Please Avoid Judgements Providing solutions Assuming responsibility for the mentee s career development Tutoring or offering counselling (if unsure, contact coordinator) Providing immigration advice to international students 3

4 Approaching the Mentoring Cycle Mentoring style and execution is particular to the personalities and working styles of participants and the dynamic developed in partnerships. Participants are encouraged to come into the program with an open mind and flexible approach to developing the mentoring relationship. The diagram below presents a general overview of the mentoring lifecycle and may assist as a suggested guide for structuring your meetings. The 2012 Program will run officially from April until November. Stage 1. Introductions and Plan Your Meetings Opening Launch 6pm 8pm, 19 April Get to know each other, exchange contact details, and start discussing expectations, using the Mentoring Agreement as a guide. Plan ahead and schedule your meetings for the year. Stage 2. Understanding Each Other 1 st meeting Complete the mentoring agreement; identify your working/learning style and how you like to work with others. Stage 3. Career Segments & Objectives 1 st and 2 nd meetings Prior to 2 nd meeting: review agreed objectives for mentoring, mentee to draft an agenda of discussion topics for the meeting, sending it to the mentor. Both parties prepare questions to ask. Stage 4. Networking Session Mid Year Function 12 2pm, 25 July An opportunity to meet other mentors and students participating in the program. Stage 5. Working through Objectives and Maintaining the Relationship Meetings Maintain your mentoring partnership aiming to achieve the selected objectives and keep in touch, keep communication channels open and honest and stay committed to the process. Review actions, outcomes and achievements at each meeting 4

5 Stage 6. Review/Reflection and Future Goals Last individual meeting Review the objectives covered, seek feedback, reflect on achievements and acknowledge contributions. Identify future career goals. Stage 7. Closure/Continuation Closing Event 6pm 8pm, 1 Nov Conclusion of the 2012 Career Mentoring Program and formal mentoring relationship. Examples of Mentoring Objectives This list is far from exhaustive, but these issues have been a common focus of mentoring in the past. Discussion points and activities for individual objectives are outlined below. Some key features are common to more than one objective, so some flexibility and imagination is required. Use this list to start your negotiations and keep in mind that many more potential objectives will emerge as the mentoring develops. Objective 1: How do I find the right career for me? Determining the right career path is a process that involves self assessment, research, and decision making. It is a continual journey mentees may not find definite answers, but in open discussion with their mentors they may at least discover the right questions. Suggested discussion starters include: Discussion points: What are your likes and dislikes, strengths and weaknesses? What are your key skills, values and beliefs? What is most important to you for your future career? What environments suit you best? What issues might influence this, such as balancing life and work? How did you find out what you wanted to do? What are some of the other career options for this degree? What are the trends and developments in these career areas? How does your personal and professional life fit together? What are the most rewarding and most frustrating aspects of your job? Activities: Compile a list of colleagues who may be prepared to meet with the mentee for Informational interviews Job shadowing with mentor or with colleagues (see Objective 4) 5

6 Objective 2: Discussing a Plan to achieve desired career outcome If mentees have a clear idea of their preferred career direction, mentors are in an ideal position to assist in the process of developing a career plan, to enable the mentee to work towards their goals now, and in the future. This can be an important motivator as mentees progress through their course. Mentors are not expected to be careers professionals and can always refer mentees to the Careers Centre where a team of career development professionals will assist them with career goal and skill exploration and clarification. Discussion points: What educational strategies can the mentee use to progress their career? i.e. subject selection, research projects etc. What kind of preparation is required to further careers in this area? i.e. job shadowing, work experience, networking etc. What are the current professional and organisational cultures? What are the trends in labour markets, research, or policy which may affect this career? What are employers looking for in graduates in this career? What should mentees be attempting to achieve now to obtain their long term goals? Activities: Attend industry events e.g. conferences Explore volunteer work, work experience or vacation employment opportunities Compile a list of colleagues who may be prepared to meet with the mentee for Informational interviews Job shadowing with mentor or with colleagues (see Objective 4) Objective 3: Networking Practical Strategies Networking is a necessary part of any career development, a key aspect of working life which applies equally to both mentees and mentors. Your network consists of all the people you already know and everyone you ve yet to meet. This interconnected group of people can give the mentee guidance, information, referrals to additional contacts or even introduce your mentee to people with hiring power. Don t forget that every person your mentee meets could be a potential contact. Discussion points: How to start a networking conversation? How to introduce yourself? How does this differ if you are in a group? Being prepared (relevant questions to ask, and your own background) How to overcome shyness or feeling uncomfortable with strangers? Recommended questions to start with in specific situations How much do I talk about myself? What should I talk about? Finding common ground What happens after that first meeting? 6

7 Following up on promises and giving feedback Keeping in touch what is expected and what is appropriate What can I offer in return? Always make time to debrief and discuss the experience. Activities: Practise networking conversations to enable the mentees to feel more comfortable in the networking role Compile a list of contacts to build mentees networks Practise and help arrange Informational interviews Attend industry events or professional functions Involve mentees in workplace activities that enable them to meet colleagues informally Mentors assist mentees to keep focused on the commitments they have made (e.g. following up with referrals, exploring the careers of a range of professionals). Objective 4: Job Shadowing and workplace insights Job shadowing enables mentees to observe the realities of working life, relate their studies to the workplace, determine their suitability and preparedness for their careers, and be motivated and encouraged to work towards their future. You may choose to offer job shadowing, or help arrange it at another suitable organisation. The job shadowing might occur over a few hours, or a whole day. It is important that, prior to job shadowing, the mentee researches the organisation to maximize the benefits of this opportunity. If job shadowing is unavailable, workplace insights can be obtained through a combination of observation and discussion, using a selection of the following activities: Suggested activities for a job shadowing experience: Demonstrate introductions (in a business context) using handshakes and appropriate titles Orientation (including background of the organisation, mission and purpose) Occupational health and safety briefing Workplace tour Provide organisational chart and discuss Introduction to other work colleagues e.g. Human Resources Manager Demonstration of specific workplace skills e.g. presentations, consultations, practical skills Explanation of the broader technical aspects that support this career area e.g. business/financial/knowledge management/it Discuss office politics Attendance at staff meeting or staff seminar Observation of client meetings / Visits on site or outside the office Objective 5: Work and work experience how, what and where? You are not required or expected to offer work experience, but will be in an ideal position to assist mentees through discussion, your inside knowledge, and potentially through your contacts. Always remember you can only offer your point of view, and mentees should complement this with other views to get the full picture. 7

8 Discussion points: What kind of work or work experience will benefit the mentee s career plan? What kind of work experience might assist your mentee to develop a career plan? What are the work cultures of different organisations? Which organisations would be suitable for this mentee and/or this career path? What are employers looking for in work experience mentees? In graduates? What do they expect of mentees day to day? Of graduates? What are the current industries or labour market trends that may impact on finding work or work experience? What are the overseas employment trends? Is there alternative voluntary work that may offer mentees the chance to enhance their skills? Which CV works? What really happens at job interviews? What are the best ways of finding jobs? Personal approaches, cold calling, CV or letters? How do the relevant organisations recruit? How does the mentee present them appropriately when they approach organisations? Suggested activities: Provide CV for mentor to review and comment on Practise interview skills Meet with Human Resources Manager at mentor s workplace Ask around the workplace for alternative experiences of finding work Search the internet together for related information Further resources and career advice are available at the Business & Economics Careers Centre. The mentor s role is not to guarantee success at finding work. Objective 6: How to make my study work for my career In the midst of a student s degree, it can be hard to plan for the transition into the workplace. You can help your mentee by offering guidance and support with these career related issues. Discussion points: How to link interest (and skills) in subjects to specific career paths How specific subject knowledge might be applied both practically and theoretically What career options are related to subject areas How subject choice can aid the development of career pathways The kind of projects or research that are valued in specific career areas The skills mentees learn, in addition to knowledge, as they progress through their degree The role of life long learning and professional development Suggested activities: Mentee invites the mentor to attend a key lecture or seminar Mentor assists with resources or ideas for projects or research Mentee assists mentor in a small project i.e. web development, presentations, research and then mentee has this on their resume Mentor demonstrates the fundamental skills which mentees can transfer from study to the workplace (e.g. teamwork, communication, problem solving etc) 8

9 Grievance Procedure In the first instance, participants should discuss the issue with the program coordinator Kristin Baumann If this is not possible, or the participant does not wish to do this, the participant should discuss the complaint with the Manager, Business and Economics Careers Centre, Agnes Banyasz Complaints and grievances will be dealt with according to University of Melbourne procedures. For these are outlined at: Occupational Health and Safety Mentors should be aware of all relevant occupational health and safety issues relating to a mentee visiting their workplace. If a mentee is taken on site at a mentor s workplace, they may be required to be inducted into the occupational health and safety orientation process of their work environment. Duty of Care and Ethical Requirements Duty of care requires that mentors undertake all reasonable steps to ensure the safety of mentees. Mentors must provide full induction of mentees into safe working procedures during office or site visits. Mentees and mentors must agree to behave in an ethical and responsible manner at all times. Anyone who experiences any uncertainty or discomfort within the mentoring relationship should contact the program coordinator immediately. All participants must sign a Mentoring Agreement form for compliance purposes. Privacy All contact details are kept as confidential by the program coordinator with distribution restricted to dissemination between officially matched mentoring pairs/groups or where prior permission is discussed and granted. Additional information and feedback provided by participants is treated with the utmost discretion. Policies and Procedures Matching Mentoring pairs are established through a confidential process based on information provided on registration documents. Evaluation Ongoing feedback will be sought throughout the year, with the Business & Economics Career Centre contacting all mentees and mentors. Formal evaluation will be undertaken including a post survey to all mentors and mentees participating. 9

10 Services and Resources Available for Mentee The Business & Economics Careers Centre offers a wide range of careers services to graduate students and referrals can be made for undergraduate students. Please encourage your mentees to access these services. For more information visit Online Mentee Logbook to assist with tracking and meeting preparation and planning Individual careers consultation for interest and skill exploration and strategy discussions Graduate Career subject that covers the full spectrum of career planning over a semester CV reviews and online CV tool Companies from the Inside and other employer information sessions Internships and work placements Interview practice workshops Networking workshops Student memberships to relevant professional associations Immigration information Workshops aimed at improving English communication skills Academic Calendar Feb 27 May Semester 1 (12 teaching weeks) 6 15 Apr Easter Non Teaching Period 28 May 1 Jun SWOT Vac 4 22 Jun Exams Jul Week O: Orientation for all students 23 Jul 28 Oct Semester 2 (12 teaching weeks) Sept Non Teaching Period 29 Oct 2 Nov SWOT Vac 5 23 Nov Exams Useful Websites LinkedIn Discussion Forum for Mentors Australian Mentor Centre: Mentoring Australia: australia.com APESMA Mentors online: Mentoring Group: Mentors Peer Resources: 10

11 Contact Details Business & Economics Careers Centre Level 1, The Spot, 198 Berkeley Street The University of Melbourne 3010 Phone: gsbe Web: 11

12 Mentoring Agreement Career Mentoring Program 2012 The aim of the Mentoring Agreement is to clarify the expectations of the mentor and mentee before the program commences. The mentor and mentee should discuss the following issues together before signing the form to indicate their agreement. Aspects of Part B may be re-negotiated as required. Mentor and mentee should each complete this form and keep a copy. It is the mentee s responsibility to return a copy (signed by both mentor and mentee) by 22 of May 2012 to the Business & Economics Careers Centre, gsbe L1, 198 Berkeley St, Carlton Part A: We voluntarily agree that throughout this relationship we will: 1 Maintain confidentiality and respect the other s privacy 2 Be non judgmental and supportive, and show mutual respect 3 Keep to scheduled meeting times, or give adequate notice of changes 4 Behave ethically and safely at all times, and advise the coordinator of any problems 5 Maintain the relationship for the duration of the year, if possible 6 Conclude the relationship on a no fault basis, if appropriate, by contacting coordinator Part B: Please discuss the following issues to ensure expectations are clear: As a mentee, my objectives are (please indicate your preferences from first to last) Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6 Other Finding the right career for me (explore personal preferences and career options) Developing a plan/ strategy towards future career goals Networking strategies (effective networking for my career) Job shadowing and practical workplace insights (what is it really like?) Work or work experience (how to find it, what to expect, where s best for me?) Relating my study to career outcomes (applying theory to practice) As a mentor, I offer to assist students in the following ways: Yes No Provide information about career paths (finding a career and how to get there) Assist with development of networking skills and access to my networks Offer insights into different workplace/s (possibly including job shadowing) Assist with strategies for finding work or work experience (job hunting skills) Help with subject selection or resources (how to apply your study to your career) Other The mentee and mentor have agreed on realistic expectations regarding Regular contact: fortnightly monthly as needed other Preferred method of contact: phone fax other We have discussed our workloads and availability throughout 2012 YES NO We have agreed who will have primary responsibility for keeping in touch: Student Mentor Both Proposed meetings (suggested dates and venues for meetings throughout 2012):

13 Mentoring Agreement Career Mentoring Program 2012 The Mentoring Cycle Opening Launch and 1 st meeting 6pm 8pm, 19 April Stage 1. Introductions and Plan Your Meetings Get to know each other, exchange contact details, and start discussing expectations, using the Mentoring Agreement as a guide. Plan ahead and schedule your meetings for the year. 1 st meeting Stage 2. Understanding Each Other Complete the mentoring agreement; identify your working/learning style and how you like to work with others. 1 st and 2 nd meetings Stage 3. Career Segments & Objectives Identify what Career Segments the student will focus on and specific objectives for each of these. Prior to 2 nd meeting: review agreed objectives for mentoring, mentee to draft an agenda of discussion topics for the meeting, sending it to the mentor. Both parties prepare questions to ask. Mid-Year Function 12-2pm, 25 July Stage 4. Networking Session An opportunity to meet other mentors and students participating in the program. Meetings Stage 5. Working through Objectives and Maintaining the Relationship Maintain your mentoring partnership aiming to achieve the selected objectives/segments and keep in touch, keep communication channels open and honest and stay committed to the process. Review actions, outcomes and achievements at each meeting. Discuss what is working well and what you might like to do differently. Last individual meeting Stage 6. Review/Reflection and Future Goals Review the objectives covered, seek feedback, reflect on achievements and acknowledge contributions. Identify future career goals. Closing Event 6pm 8pm, 1 Nov Stage 7. Closure/Continuation Conclusion of the 2012 Career Mentoring Program and formal mentoring relationship. Name of Mentor Name of Mentee Signed Mentor Signed Mentee Date signed Date signed 2

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